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FirstService Residential · 2 days ago

Community Association Manager (Portfolio)

Nashville, TN

Full-time

Onsite

Mid, Senior Level

$85K/yr - $90K/yr

FirstService Residential is seeking a Community Association Manager to lead the on-site operations of their properties. This role involves managing relationships with various departments, ensuring quality service delivery, and overseeing the implementation of projects in collaboration with Regional Directors and Board of Directors.

Property ManagementReal Estate

Responsibilities

Provide management and leadership to assigned properties and book of business. Collaborate with Regional Director to develop goals and communicate established goals. Ensure the goals and needs of the properties, company and its customers are consistently met

Manage the functions of a team within portfolio properties while maintaining standards of excellence for processes, methods and personnel. Manage the process improvement and quality control of the properties and ensure quality resident service is delivered. Assign schedules and review the work of portfolio staff in accordance with contracted portfolio hours. Ensure deadlines are met in a timely manner and prioritize and delegate workload as necessary on multiple levels. Align resources to work assignments and processes to meet business requirements and contract requirements. Provide leadership and direction and assist in the investigation and resolution of internal and external problems and concerns

Partner with Regional Director, Board of Directors and internal departments to develop and lead the introduction and integration of new programs, services and initiatives. Act as liaison to ensure quality service is delivered, that Board expectations are met and to assist in prompt response and resolution to questions/problems

Establish and maintain a positive relationship with homeowners, Board of Directors and internal departments to ensure a high level of resident service and achievement of company and property goals and objectives

Maintain knowledge and understanding of the contracts between the associations and FirstService Residential. Ensure all contractual obligations are being met based on book of business

Initiate contact with new resident representatives to coordinate the move-in process. Conduct an introduction and orientation to the management staff and building, reviews available services, and explain the communities’ rules and regulations. Performs inspections of all common grounds no less than once per week, taking note of any deficiencies followed by the preparation of action plans for the entire book of business

Process architectural control applications and close them out in a timely manner

Oversee all construction projects and ensure property maintenance/improvement and other related projects are completed on time and within budget. Maintain open communication and provide timely action updates to the Board and residents

Create, maintain, and upload a wide variety of information in FSRConnect including but not limited to work orders, signed meeting minutes and Monthly Management Report for the entire book of business. Fulfill disciplinary measures. Manage the Performance Evaluation process of assigned unit and provide leadership, counseling and coaching to associates. Maintain harmonious associate/employer relations

Oversee training and cross training programs and ensure all direct and indirect associates are aware of and comply with company, government and customer regulations, policies, work procedures, instructions and deadlines. Participate in training programs and webinars as required

Observe safety standards and participates in the Company’s efforts to provide a safe work environment

Conduct periodic safety meetings and ensure staff is trained and educated on safety procedures. Adhere to and maintain established Hurricane procedures

Address Worker Compensation incidents according to company policy

Maintain calendar of meetings and events and initiate and /or attend a wide range of internal and external meetings. Prepare and conduct a wide range of presentations as needed

Provide financial support with a wide range of functions. Review financial statements and report variances; submit invoices to CAS in a timely manner and review invoices/checks for accuracy before presenting to the BODs

Recommend and manage the multiple budgets for the functional area of responsibility based on book of business. Monitor expenses, initiate cost reduction programs and negotiate prices with vendors. Ensure property expenses are maintained within budget

Monitor vendor contracts regularly, and submit renewal/cancellation notices, manage contract renewals professionally and advise Regional Director of any upcoming insurance renewals or lapse in coverage

Prepare bid comparison analysis and prepare and uses the Request for Proposal for bid solicitation

Maintain awareness of changes in rules, statutes or regulations and communicate changes to staff. Direct training of staff when new procedures are required to comply with changes

Update Association communications and ensure current information is displayed on the association boards and website. Prepare association newsletter and/or other communication with owners and residents as required

Participate in the development of Standard Operating Procedures and maintain existing procedures

Review processes and ensure they are in compliance with current statute. Manage the communication and compliance of SOPs within teams, managers and internal and external customers

Prepare, maintain and submit a wide range of reports, contract lists, presentations, documents and manuals as required

Maintain accurate records, files and communications pertinent to the Association and maintain up to date equipment maintenance logs and emergency shut off procedures book

Manage payroll to ensure time is allocated correctly based on book of business and well has contracted hours

Attends multiple day and evening meetings monthly

Qualification

State StatutesCash flow managementProject managementCustomer service skillsMicrosoft Office proficiencyLeadership skillsInterpersonal skillsCritical thinkingProblem solvingCommunication skillsTeamworkDetail-oriented